Perinatal Parent Infant Mental Health Service

PERINATAL PARENT INFANT MENTAL HEALTH SERVICE

OPERATING PROCEDURE FOR THE USE OF VIDEO INTERACTION GUIDANCE

PURPOSE AND CONTENT

This operating procedure provides information on Video Interaction Guidance (VIG).

It includes guidelines on consent to being filmed, and the ownership of any recorded material. It also gives guidance in relation to the storage and retrieval of the video recordings, and the safe storage and usage of the video recordings and equipment.

1. WHAT IS VIDEO INTERACTION GUIDANCE?

1.1Video Interaction Guidance is a method, which aims to improve communication and relationships for participants. Participants are supported by a VIG Practitioner to view and discuss short edited clips of personal interaction. Participants become much more aware of their own skills in effective communication through viewing themselves and reflecting on what they observe. The Practitioner aims to empower participants in the process of change by exploring perceptions, building on their strengths and challenging assumptions. Relationships, interactions and behaviour can improve as participants change their communication style.

1.2 This method is based on three theoretical standpoints:

·Theories of intersubjectivity and mediated learning

·Theories of change which emphasise respect, empowerment and collaboration

·Theories of change which use self-modelling and video feedback.

1.3Professor Colwyn Trevarthen at Edinburgh University has provided the main theoretical core through his work on intersubjectivity. The method of VIG was developed by Harrie Biemans (Stichting Promotie Intensive Thusbehandling Netherlands) in the nineteen-eighties, and further developed in Dundee by Hilary Kennedy, Penny Forsyth and Raymond Simpson (Dundee Educational Psychology Service).

1.4VIG is being used in a range of ways in Children’s Services, Community Care and Criminal Justice. VIG is an accredited training programme with regular supervision and support provided for all VIG trainees by accredited or trainee VIG Supervisors.

*Please note that the term a VIG Practitioner in this document also relates to trainees undertaking VIG Practitioner training.

2. VIDEO INTERACTION GUIDANCE AS A CLINICAL TOOL

2.1 DEFINITION

There is no intention of including the video recording obtained as a permanent part of the medical record. The video recording is a temporary tool to help as part of a therapeutic intervention.

A clinical tool is here defined as a means through which one intends :

1.To facilitate understanding of a child and family

2.To improve work in progress with a child and family

3.To enable client(s) to develop personally and in their significant relationships

3. PROCEDURE FOR USING VIG AND VIDEO RECORDINGS

3.1 VIG and the use of video recording is explained and discussed with children and relevant family members at the beginning of the sessions in which recording is about to take place. Family members should have an opportunity to ask questions about this (seeVIG Information Sheet).

3.2 It should be explained to all family members at this stage that there is no intention of including the recording as a permanent part of the medical record, but that it is a temporary tool to help as part of a therapeutic intervention.

3.3 All aspects of consent, access and storage should be explained to children and their families at this stage.

4. CONSENT FOR MAKING VIDEO RECbalORDINGS FOR VIG WORK

4.1 Children and their families are informed that they can withdraw their consent for recording at any point during the session.

4.2 The video recording does not commence until written consent is given from all present and/or verbally depending on their age and ability (see VIG Form 1)

4.3 It is advisable that the practitioner reads the consent form aloud to the family. If a child is not willing for a recording to be made, then there will be no recording even if someone with parental responsibility consents.

4.4 It is important to ensure that all family members have understood what it is they are consenting to and that a context is created for genuinely informed consent to take place.

4.5 If a child is videoed in the context of a group, the practitioner(s) should obtain written parental consent before any recording occurs.

5. ACCESS TO VIDEO RECORDINGS

5.1 The only persons who have access to video recordings include:

The practitioner(s) as part of ongoing work and as part of VIG supervision of ongoing work.
Supervisors external to the trust who provide supervision to the practitioners.
Colleagues in the Trust who are co-workers, supervisors, consultants or line managers with respect to this child and family.

5.2 The practitioner should explain clearly who the person/s involved is/are and the purpose for which the recording would be shared.

5.3 The child or family who are the subject of the video recordings have a right to review recordings of themselves if they were present at the session concerned.

5.4 If a family member wishes to see a recording at which they were not present, all other family members present and the practitioner(s) would have to give consent first.

5.5 The practitioner will show the family only edited material (as is usually the case with VIG). The practitioner should explain and check with the family that they understand that the unused material will not be kept unless specifically requested by them.

6.1 OWNERSHIP OF VIDEO RECORDINGS

6.1 The making, ownership and access to recordings is subject to the policies of NELFT

6.2 Practitioners can decide to make a copy of a session for the individual/family or give the recording to the individual or family.

6.3 Where the practitioners retain the video recordings, the recordings will be subject to the policy of disposal outlined below.

7. POLICY ON THE TRANSPORT, STORAGE AND KEEPING OF VIDEO RECORDINGS IN OUR POSSESSION

7.1All video recordings / digital images once taken should be transferred onto the secure networked drive as soon as possible. They should not be stored on the C drive of a computer.

7.2Also please note that most camcorders contain memory cards /hard drives. Please erase the video recordings from the memory card / hard drive once they have been transferred onto the secure networked drive.

7.3 Video camerasand laptops should be stored in a secure cabinet.

7.4 Where hard copies have been made for families each individual or group should have their recordings held on their own CD / DVD. This is to prevent accidental breaches of confidentiality.

7.5 Should any equipment or materials(camera, laptop, DVD/CD) go missing this must be reported immediately to your line manager as well as to those who have been recorded.

7.6Cameras should be carried in good quality camcorder bags. There should be contact name, workplace address and telephone number in the bag. All cameras and accessories should be clearly marked as the property of NELFTT PPIMHS .The video camera should be kept with you at all times.

7.7Only the essential video recordings should be transported to minimise risks.

7.8Video recordings are to be erased by the practitioner within two months of ending the work with the family.

7.9Once involvement with the family has ended, video recordings should be deleted secured drive.

7.10 A log of films / recordings that have been taken and deleted will be kept in order to ensure that recordings are erased 2 months after work has been erased.

8. VIDEO RECORDINGS USED AS TRAINING MATERIAL

8.1 DEFINITION

Training materials (recordings) are used for the training of professionals who are not involved in contributing to the clinical work.

9. THE USE OF VIDEO RECORDINGS FOR TRAINING PURPOSES

9.1If a video recording were to be used for training purposes outside of the clinical work, this will require an additional contract to be completed.

10. PROCEDURE FOR USING VIDEO RECORDINGS FOR TRAINING PURPOSES

10.1 Where a practitioner wishes to make and use a recording of a session(s) for training purposes, this should be explained and discussed (verbally and in writing) with a child and their family in advance of an appointment in which recording is to take place.

10.2 Time needs to be given for the family to ask questions about the recording in advance. It is important to allow the family members reasonable time to consider its uses and to generate questions for the practitioner(s).

10.3 It will become clear that it would useful to use a particular piece of work for training purposes where one could not have known in advance. It is acceptable to ask family members for their consent to use a recording for training purposes after the work has commenced.

10.4 Practitioners should explain to family members who might see the material and in what contexts.

10.5 All aspects of consent, access and storage should be explained in age and ability appropriate language to children and their family members at this stage.

11. CONSENT FOR MAKING VIDEO RECORDINGS FOR TRAINING PURPOSES

11.1 Children and their families are informed that they can withdraw their consent for recording for training purposes at any point during the session.

11.2 The video recording does not commence until written consent is given from all present and/or verbally depending on their age and ability.

11.3 It is advisable for the practitioner to read the consent form aloud to the family.

11.4 Consent for specific purposes such as training should usually be sought separately and may be sought retrospectively.

11.5 It is important to ensure that all family members have understood what it is they are consenting to and that a context is created for genuinely informed consent to take place.

11.6. It is important to advise families whether the material is to be used with people who are training to do this kind of work or whether they are to be used with a wider audience.

11.7 Consent must be given in writing from all present and/or verbally depending on their age and ability. If a child is not willing for a recording to be made, then there will be no recording even if someone with parental responsibility consents.

11.8 Patients should have the right to revoke consent for continued use and ideally a time-limit should be identified for how long consent will remain in place. To use the recording after this date, fresh consent should be sought.

12. ACCESS TO VIDEO RECORDINGS FOR TRAINING PURPOSES

12.1 Recordings made for training purposes are subject to the same rules of confidentiality as other clinical materials.

12.2 Efforts should be made to protect the identity of the clients.

12.3 Access to video recordings is only permitted to those who are considered to be in a relevant training or learning position in seeking consent.

13. OWNERSHIP RECORDINGS FOR TRAINING PURPOSES

13.1 The video recordings are owned by NELFT PPIMHS and the Data Protection Act.

13.2 The making, ownership and access to recordings is subject to the policies of NELFT PPIMHS and the Data Protection Act.

14. POLICY ON THE KEEPING OF VIDEO RECORDINGS FOR TRAINING PURPOSES

14.1 Video recordings for training purposes should be kept in a secure place separate from other materials which are temporary clinical tools.

14.2 Materials should be kept in a secure place such as a locked filing cabinet or a secure part of the network drive.

14.3 Digital images of children and/or their families should not be stored on the C drive of a computer, but only on a secure networked drive. Paper or copies on disk (e.g. CD, DVD) should be made and filed as per policy. Once involvement with the family has ended, digital images should be deleted from computer storage.

14.4 Removal of the materials needs to be logged in and out by the worker.

15. PERMISSION TO USE VIDEO RECORDINGS FOR PRESENTATION PURPOSES

15.1 All service users or staff, who agrees to feature on a recording that will be used for a presentation, should sign the relevant sections in VIG FORM 2.

15.2 All video recordings, stills, or personal information used in the presentation must be agreed in consultation with the VIG participants.

15.3 A time limited period for retaining the presentation video recordings must be agreed, and images deleted after this date. This time-limited period should be clearly labelled on the presentation material, for example, by adding the date into the video recording verbally, through computer text, or by written labels.

15.4The VIG practitioner must sign the relevant section in VIG form 2 to confirm that they will carry out all written agreements on this form

VIDEO INTERACTION GUIDANCE – INFORMATION SHEET

CLIENTS’ RIGHTS IN RELATION TO VIDEO RECORDING

In asking for your consent to video record the work with you/your family, I agree to:

Explain the purpose for which the video recording will be used and by whom. There is no intention of including the recording as a permanent part of the medical record,it is a temporary tool to help as part of a therapeutic intervention.

Ensure that the quality of care being offered is in no way affected by your refusal to have the meeting(s) video recorded.

Stop the recording at any time during the session if requested to do so by you/your family.

Guarantee that the recording will be kept safe at all times.

Ensure that no copies of the recording will be made without your written consent.

Erase the recording within 2 months of the end of your involvement with Video Interaction Guidance, or sooner if requested to do so.

VIG FORM 1

Video Consent Form - Video Interaction Guidance (VIG)

This is to certify that I/we: –

□ Understand the purpose for which my/our consent is being sought to video record today’s session.

□Have read the information sheet explaining my/our rights in relation to the video recordings.

□Agree to my/our meetings being videoed for the purpose of Video Interaction Guidance.

□ Agree that the video recording may be watched by the VIG supervisor.

□ Understand that the video recordings will be erased within 2 months of the end of my/our involvement with Video Interaction Guidance.

□ Am/ are aware that I/we may withdraw consent at any time.

Client Name(s) and Signature(s):

VIG Guider Name and Signature:

Date(s) of session(s) for which DVD/Video recording is sought:

Date and Sign

VIG FORM 2

VIDEO INTERACTION GUIDANCE (VIG) VIDEO CONSENT FORM

PERMISSION TO USE VIDEO RECORDINGS FOR TRAINING OR PRESENTATION PURPOSES

The appropriate section(s) must be signed before any video recordings are used for training / presentation. Permissions can be withdrawn at any time.

PERMISSION TO USE VIDEO RECORDINGS FOR VIG PRACTIONER FOR STAFF

DEVELOPMENT PURPOSES.

I/we understand and agree that (Name)……………………………......

is undertaking VIG Practitioner or Staff training and will use the edited clips and/or any feedback tapes for staff development purposes until (D/M/Y)………………......

Details of training course, and who will view the recordings

......

Signature(s)…………………………………………...... Date......

2.PERMISSION TO USE VIDEO RECORDINGS FOR PRESENTATION PURPOSES

I/we understand and agree that (Name) ……………………………......

will use my/our edited clips and any feedback tapes for presentation purposes until (D/M/Y)…………….…………..The content will be in full consultation with me/us.

Details of presentation, and who will view the recordings......

......

Signature(s)…………………………………………...... Date......

3.SIGNATURE OF VIG GUIDER OR COURSE PARTICIPANT

I confirm that I will carry out all agreements undertaken on this form.

Signature…………………………………………...... Date......

GUIDANCE NOTES FOR REVIEW

The review process

The VIG review form can be used at any time during the delivery of VIG. The VIG Practitioner can call a review meeting with the main stakeholders. This should be in consultation with the participants.

The VIG Practitioner's role is to organise and facilitate the meeting, and support the participants in presenting their edited video clips if they wish. The edited video clips will require clear explanation. The review should be set in the context of being part of the helping process, or at the end of the work as a celebration of changes made and goals achieved.

VIG Practitioners may also attend other reviews in their own specific work context. It should be noted that when you are in the role of VIG Practitioner you should:

Support the participant(s) in the review in talking to their own clips of successful or meaningful interactions.
Present any written reports in consultation with the participant using their strengths and working points as part of the assessment and/or use the plan in consultation with the participant if you have been using this assessment format during the VIG work with them. If the participants wish to show video clips of their progress you should firstly consult with your VIG Supervisor if you are a trainee. Edited clips shown at reviews should be to demonstrate progress made at that point in time. Goals or working points should be discussed but not shown on tape.

VIG FORM 3

VIDEO INTERACTION GUIDANCE(VIG)REVIEW FORM

This review is to celebrate changes made since VIG commenced (with service user or member of staff) and identify next steps/goals.

Names of those attending review. (VIG Practitioner and VIG participants to decide who should be invited.)

NAMES……………………………………………………………………………………………………………

…………………………………………………………………………………………………Date…………….

What did you hope to achieve (your goal) when you began VIG?

What changes have you made towards achieving your goal?

What will I/We need to do next towards achieving your goal?

What will You/Others see you doing differently when you have achieved your goal?

On a scale of 1 – 10 how near are you to reaching your goal

When will we know when things are good enough to end our VIG sessions?

Future Plans.

Date of next review